VPM

One-stop Resources for Vice President Membership.

Induction:

___________________________, you are the incoming Vice President Membership. The duties of Vice President Membership include explaining the Toastmaster program, assisting them in their decision to join, helping them to fill out the forms, processing the completed membership applications, conducting ongoing membership-building programs, explaining the educational program to both prospective and current members and following up on new members and absent members, and other duties assigned by the club president or the executive board. Will you perform these duties to the best of your ability? [VPM responds, “I will.”]

Vice President Membership 

(Club Leadership Handbook)

Building and maintaining club membership

As vice president membership, you – with your membership committee – are responsible for building membership and ensuring a strong membership base by satisfying the needs of all members. Your job is vital to the growth and success of the club.

The manual
When You Are the Vice President Membership describes the following standards more fully and explains how to carry them out.

Outside the Club Meeting:

  • Attend district-sponsored club officer training.
  • Conduct ongoing membership building programs and efforts. Promote the goal of one new member per month and, if the club has fewer than 20 members, achieving 20 members by year end or sooner. Promote club and Toastmasters International membership-building programs and conduct a minimum of two formal club membership programs annually.
  • Follow up on and keep track of guests, new members and members not attending meetings.
  • Explain the educational program to all prospective members, get their commitment to join and collect membership applications. Bring the applications to the club for voting and, if the members are accepted, collect dues and fees and give them to the treasurer with the applications.
  • Attend club executive committee meetings.
  • Attend and vote at area council meetings.
  • Arrange for a replacement if unable to attend a club meeting.
  • Prepare your successor for office.

 At the Club Meeting:

  • Greet guests and have each complete a guest card.
  • Report on current membership, promote membership campaigns and welcome new members.
  • Work with the president and vice president education to ensure each new member is formally inducted at the first meeting after being voted in by the club.
  • Help guests wishing to join complete the membership applications.
  • Speak with fellow members to determine if their needs are being met.

Success 101 (item# 1622)
Member Profile
Resources: Marketing, New MembersMember ExperienceOfficersMembership Building, Videos.
Brand Portal
Membership Building (ppsx)
MOT Matrix
Toastmasters Business Card template
How to Create a Marketing Plan for Your Club
VPM
Membership Application
106 Retaining Members Ideas
116 Membership Ideas
Membership Buildling 101
Membership Building Ideas
Membership Contest Tracking Form
TMI Membership Building
Access-Your-Club Checklist
Membership Building Contests

More Membership Building Ideas:

  • Ask a member from another club, similar to yours, to give a talk or a technical session at one of your club meetings. Inform the local newspaper and see if they will place a news item about the speaker.
  • Invite interested community members to attend.
  • Design a colorful new club brochure and distribute it to prospective members. Make sure it contains a fillin-the-blank membership form.
  • Ask your Chamber of Commerce to list your meetings in their newsletter or on their website.
  • Add an online membership form to your club website.
  • If your club is affiliated with a larger national club, check to see if they provide audio-visual materials to spice up your next meeting.
  • Have a sign-in book for guests attending your meetings. Later, send each guest a “thank you” card to invite them back to another meeting.
  • Offer to have members pick up guests and drive them to the next meeting.
  • Match up meeting guests with club members who have the same type of interests and have the members tell the guests how the club helps them.
  • Have lots of extra membership applications at every meeting.
  • Offer members a club decal or grille badge to display on their cars.
  • Have fun meetings! Keep business to a minimum or skip over it sometimes.
  • Give members a club logo name badge or better yet, a shirt or jacket to be worn whenever possible.
  • If you meet in a public location with a sign or placard out front, ask the facility to promote your club’s meetings on it.
  • When traveling, look for a club similar to yours in the area. Contact the club. Ask if you can meet with them to observe how they attract new members.
  • When attendance drops off, consider a new meeting place. People enjoy a “change of scenery” and a new location may be closer for some members.
  • If you are having a club event, make sure that your area is saturated with flyers for the event.
  • Provide special recognition for members who sign up new members.
  • Have a formal new-member induction ceremony. It makes them feel more important and it may also impress guests who are thinking of joining the club.
  • If your local high school has a career day, see if your club can have a booth. Many clubs that we work with are trying to attract young members. Some of the students may be interested in becoming a club member.
  • Does your club meet all summer? It should. Attendance at summer meetings drop, but it’s better than stopping and then trying to start all over again.
  • Do not cancel a meeting due to poor attendance. A small core group that meets consistently can often turn things around by spreading its enthusiasm.
  • List the best things about your club. These are the “features and benefits” that you should be promoting in your membership brochures and on your website.
  • Start your meetings on time and end them as early as possible. People will sit still and pay attention for just a certain amount of time and no longer.
  • At dues renewal time, promptly send reminder notices to unpaid members. Tell them it’s important to keep their dues current even if they miss a meeting.
  • Encourage club members to wear club hats, shirts and jackets, as often as they can, both at club events and when out in public. By the same token, make sure club garments have a pleasing design that people will want to wear.
  • Have “Guest Night” meetings where each member brings a guest.
  • Build morale at every meeting. Recognize members for their efforts or for achieving special goals.
  • Read your club newsletter from cover to cover. If you were a potential member, would the newsletter make you sign up? If not, it probably needs some work.
  • Your meeting place should be convenient, accessible and user friendly.
  • Contact local businesses to see if they will allow your club to have a counter display in their store.
  • Consider manning a club booth at non-club events such as craft shows and trade fair.
  • Have a full calendar of interesting, fun and worthwhile activities, both project oriented and social. Givepotential members a concrete reason to join the club and to keep coming back, by doing things they may find meaningful and enjoyable.
  • Look for ways to get an ad, interview or article in newsletters of schools, hospitals, community organizations and businesses in your area.
  • Create a Facebook Page for your club. Use of Facebook event to invite family and friends to relevant activities of your club. If they enjoy it, they are more likely to be receptive to an invitation to become a member.
  • Have club members practice filling out a membership form, before they attend events to promote the club. Joining your club should be easy and hassle-free.

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